PPMS and SMS
FTEF Calculation and
Distribution for MIS Reporting
Center for Information Services
Supporting Washington State’s community and Technical Colleges
March 2002
 Center for Information Services
3101 Northup Way, Suite 100
Bellevue, WA 98004-1449
Phone 425.803.9700
http://www.cis.ctc.edu
Contents
1 Overview................................................................................................ 1
2 Understanding the Quarterly Staff Extract File.................................. 4
Producing the Quarterly Staff Extract File ...............................................................................5
Understanding Extract Data Used in FTEF Calculation and Distribution ...............................6
Understanding what Quarterly Staff Extract File information is used ..............................6
Understanding multiple records ........................................................................................8
Troubleshooting the Quarterly Staff Extract Process .............................................................11
3 Running the FTEF Calculation and Distribution Process............... 13
Performing Setup Tasks..........................................................................................................14
Setting the Scheduling Parameters for MG001R....................................................................15
Using the CALC-RECON-OPT parameter .....................................................................15
Using the CALC-OPT parameter ....................................................................................16
Understanding How the Process Works .................................................................................17
The MIS 6/2 Match process ............................................................................................17
Non-matching records .....................................................................................................17
FTEF calculation by credit equivalent ............................................................................18
FTEF calculation by contact hour ...................................................................................19
FTEF distribution to class records...................................................................................20
Checking the Results ..............................................................................................................22
Troubleshooting Problems......................................................................................................24
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1 Overview
General Information
FTEF (Full Time Equivalent Faculty) is a term used by the SBCTC and the
colleges to refer to faculty workload. The SBCTC defines FTEF as one
instructional employee assigned to teach a full-time load of courses for nine
months. The colleges define FTEF as a unit measurement representing the
percentage of full-time workload (or effort) required for an instructor to
teach a class. For example:
•
Instructor Jones (FTEF of 100% in the Quarterly Staff Extract File)
teaches four classes. Each of Instructor Jones’s classes will be
assigned an FTEF of 25%.
•
Instructor Smith (also FTEF of 100% in the Quarterly Staff Extract
File) teaches five classes. Each of Instructor Smith’s classes will be
assigned an FTEF of 20%.
Since FTEF is based on a calculation which combines both instructor and
class records, the FTEF percentage can be different for different sections of
the same class.
FTEF information is distributed to class records using one of the following
methods:
•
Running an automated FTEF Calculation and Distribution Process.
When this process is run, the FTEF amounts from an instructor’s
payroll information in the Payroll/Personnel System (PPMS) are
calculated and distributed to class records in the Student
Management System (SMS) for the classes taught by that instructor
for that quarter. This manual deals primarily with this method of
FTEF calculation and distribution.
•
Entering FTEF manually on the Class Schedule screen (IS1002)
•
Using a pre-defined formula. This formula is used when the
instructor has an employment status of 6 indicating he or she is a
volunteer, has an ID of 999999999, and has no quarterly staff
record.
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The automated FTEF Calculation and Distribution Process consists of three
major components:
•
Job group PG800R (Quarterly Staff Extract). This process selects
which employees in the Employee database should be reported to
SBCTC for the quarter. It retrieves the employees’ biographic,
assignment, and salary data for that quarter's assignments and
places the information in the Quarterly Staff Extract File. This file
is then used in the FTEF Calculation and Distribution Process as the
source of assignment data, including FTEF.
•
MG001R (MIS 1/2 Reporting). This job group includes job
SR2202J (FTEF Calculation and Distribution). SR2202J identifies
each instructor's classes for the quarter and matches them to the
assignment data for the instructor in the Quarterly Staff Extract File.
Then it performs the FTEF calculation and distributes the amounts
to class records.
As part of SR2202J, payroll records from the PPMS are matched
and compared with class records in SMS. Historically, when this
information was provided as Management Information System
(MIS) reporting to the State Board, payroll information was referred
to as MIS 6 and class information was referred to as MIS 2.
Therefore, this matching process is referred to as the MIS 6/2
Match.
•
MG003Q (MIS 1/2/6 Final Reporting). This job group includes job
SR2212J (Final FTEF Calc/Distribution/ Reconciliation) which
performs the final FTEF Calculation and Distribution so the
colleges can provide the information to the SBCTC.
In order to reconcile data between the payroll records from PPMS and the
class records from SMS and to correct all errors, you can run PG800R and
MG001R as many times as necessary throughout the quarter.
FTEF Calculation and Distribution Process Steps
Following are the steps required to execute the FTEF Calculation and
Distribution Process:
1
Run PG800R to create the Quarterly Staff Extract File.
2
Review all the extract reports from PG800R and correct invalid data
in PPMS.
3
Run a report of class data by scheduling SR2201J in MG001R. This
will generate the MIS 2 Report (SR2201).
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4
Review the MIS 2 Report (SR2201) and correct invalid class data in
SMS.
5
Periodically throughout the quarter, schedule SR2202J in MG001R
to:
6
Center for Information Services
•
Calculate and distribute FTEF.
•
Identify error situations to correct.
•
Provide FTEF information used for in-house management reporting
regarding the student-to-faculty ratio.
At the end of the quarter, run MG003Q for the final FTEF
distribution and MIS reporting. For information on when to run
MG003Q, go to the MIS Reporting Calendars web page on the web
site for the State Board for Community and Technical Colleges
(SBCTC) at http://www.sbctc.ctc.edu/Resource/resmis.htm.
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2 Understanding the Quarterly
Staff Extract File
This section discusses the criteria by which employees are selected for
inclusion in the Quarterly Staff Extract File; what data from the file is used
in the FTEF Calculation and Distribution Process; and how to troubleshoot
the results of the Quarterly Staff Extract File process.
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Producing the Quarterly Staff Extract File
To create the Quarterly Staff Extract File, run the job group PG800R.
PG800R selects employees for inclusion in the Quarterly Staff Extract File
based on the following criteria:
•
Employee status is active.
For a classified, exempt, or paraprofessional employee to be
included in the Quarterly Staff Extract File, the employee
assignment begin and end dates must encompass the beginning and
ending dates of the year/quarter range specified when the extract
process is run. However, for a faculty member to be included in the
Quarterly Staff Extract File, the employee assignment begin and
end dates may fall within the beginning and ending dates of the
year/quarter range specified when the extract process is run.
•
Employee status is separated but the separation date is after the end
date of the year/quarter.
•
Job begin date for the specific job is not greater than the ending date
of the year/quarter (see note below).
•
Job end date for the specific job is not less than the beginning date
of the year/quarter (see note below).
•
The appropriate quarter indicator on the employee's record is
marked with an X. (This applies only to exempt, paraprofessional
and faculty employees, not to classified employees.)
•
The job status is active or leave-of-absence-with-pay.
•
The job status is deleted, inactive, or leave-without-pay but the job
status date falls after the end date of the year/quarter.
Note: For faculty, the job begin and end date criteria are recalculated to
include one month before the quarter begins and one month after the
quarter ends. This ensures that records for instructors with classes which
start early or end late will be included.
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Understanding Extract Data Used in FTEF Calculation
and Distribution
Below is information regarding what data from the Quarterly Staff Extract
File is used in the FTEF Calculation and Distribution Process. This section
also discusses how the FTEF process handles multiple records for the same
employee in the Quarterly Staff Extract File.
Understanding what Quarterly Staff Extract File
information is used
The following records from the Quarterly Staff Extract File are excluded
from the FTEF Calculation and Distribution Process:
•
Students (Employee Type code S)
•
Hourly staff (Employee Type code H)
•
Volunteers (Employee Type code V)
•
Supplement retirees (Employee Type code R)
Also, the FTEF Calculation and Distribution Process does not use all of the
payroll data in the Quarterly Staff Extract file. The following paragraphs
list the payroll data which is used:
Employee Type
Employee Type identifies the category of employment for an employee.
The Employee Type code is entered on the Employee Status Screen
(PS0001) for each employee. It should match the Employee Type code on
the Job Class Table (PS9004) for each job assigned to the employee. If it
doesn’t match, the Employee Type code from the Job Class Table is used.
The following Employee Type codes from the Quarterly Staff Extract File
are used in the FTEF Calculation and Distribution Process:
Center for Information Services
C
Classified
E
Exempt
F
Faculty
L
Paraprofessional
P
Part-time faculty
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Employee ID
The employee's ID number identifies the individual in PPMS and in the
Quarterly Staff Extract File.
Employment Status
The following employment status codes from the Quarterly Staff Extract
File are used in the FTEF Calculation and Distribution Process:
1
Full-time employee - entered on the Employee Status screen
(PS0001)
3
Part-time employee - entered on the Employee Status screen
(PS0001)
7
Employee on sabbatical - entered on the Job Status screen
(PS0002)
8
Employee on leave-with-pay - entered on the Job Status
screen (PS0002)
Program Activity Classification Codes
The Program Activity Classification (PAC) code describes the kind of
activity for which an employee is being paid. The code is taken from the
program index (the fourth, fifth, and sixth digits of the account code) for
each job an employee has.
An employee can be assigned an unlimited number of jobs and each job
can have up to nine account codes. The Quarterly Staff Extract File process
selects the account codes for a year/quarter based on the corresponding
dates. Account codes with the same PAC code are added together (even if
they are from different jobs).
The Quarterly Staff Extract File allows a maximum of six PAC codes for
an employee's regular assignments and three PAC codes for an employee's
moonlight assignments. If the employee has more than the nine PAC codes
allowed by the Quarterly Staff Extract File, the Quarterly Staff Extract File
process selects the first six regular and the first three moonlight PAC codes
for the employee. A message indicating that an employee has too many
regular or moonlight PAC codes is included in the Quarterly Staff
Exception Report (CR6110A).
A job classification with a job category of M (moonlight) on the Job Class
Table (PS9004) identifies additional or moonlight effort. PAC codes are
included in the moonlight category for an employee when a moonlight job
is assigned to that individual.
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The Quarterly Staff Extract File process changes the first position of the
PAC code to V (vocational) if the corresponding entry on the Program
Index/Organization Table (GA1062) indicates that the program/
organization index was funded with federal vocational money. The
Program Index/Organization Table is part of the Financial Management
System (FMS).
The following PAC codes show that the individual is being paid for
teaching (direct instruction):
011
Direct instruction of a state-supported class.
014
Direct instruction of a self-supported class (community
service).
111
Direct instruction of a contracted class.
V11
Direct instruction of a state-supported class, but the
instructor is being paid from federal vocational money.
FTEFs
The FTEF designates the percent of the instructor’s time assigned to an
activity represented by the PAC code. The total percent of a full-time load
is designated in PPMS for each job assigned to the instructor. The
percentage can be allocated to instructional supervision, instructional
research and development, or both, by entry of the related percent on the
account code line on the Job Account Screen (PS0003) for that job.
The following PAC codes are included in the Quarterly Staff Extract File
for an employee because percentages of each account are allocated to
instructional supervision, instructional research and development, or both.
Account
PAC Code
Supervision
PAC Code
Research and
Development PAC Code
011
012
013
014
015
015
111
112
113
V11
V12
V13
Understanding multiple records
It is possible for the Quarterly Staff Extract File to contain multiple records
for the same employee. However, the FTEF Calculation and Distribution
Process only recognizes multiple records for classified employees with
part-time faculty assignments. It does not recognize multiple records for
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full-time faculty, paraprofessional, or exempt employees. To ensure that all
assignments for faculty are taken into account by the FTEF Calculation and
Distribution Process, secondary assignments should be recorded as
moonlight assignments, not as separate contracts.
The Quarterly Staff Exception Report (CR6110A) does not identify these
multiple records as potential problems. The problem does not become
apparent until the file is used in the FTEF Calculation and Distribution
Process. If the individual’s primary record is full-time faculty, exempt, or
paraprofessional and the secondary record is part-time faculty assignment,
the secondary records is bypassed in the FTEF Calculation and Distribution
Process.
To counteract this condition, examine the Quarterly Staff Extract File Print
Demographic Data report (CR6310A) carefully to identify all employees
with more than one record in the Quarterly Staff Extract File. Multiple
records are easier to identify if the report is sorted alphabetically by
employee name.
Unless the individual’s primary assignment is classified (Employee Type
code C) and the additional assignment is part-time faculty (Employee Type
code P), make necessary changes to the individual’s payroll/personnel
record to ensure accurate records on the Quarterly Staff Extract File and
usable data for the FTEF Calculation and Distribution Process.
Understanding excluded records
The following records are not included in the Quarterly Staff Extract file,
even though the individual had an active PPMS record for the specific
year/quarter:
•
Students (Employee Type code S)
•
Hourly staff (Employee Type code H)
•
Volunteers (Employee Type code V)
•
Supplement retirees (Employee Type code R)
•
Specific employees, if the government reporting exclusion field on
the Personal Information Screen (PS0004) for the employee is
marked with a Y (Yes).
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Understanding employment status code combinations
Certain employment status code combinations are allowed in the class
records for a specific instructor for the year/quarter. Although the FTEF
Calculation and Distribution Process does not check for invalid
combinations, classes with invalid employment status code combinations
might fail to have FTEF assigned. The following combinations are valid:
An instructor with this
code in one class…
Can only have these
codes in other classes
1 (full-time)
1, 2, 5, 6
2 (moonlight)
1, 2, 4, 5, 6
3 (part-time)
3, 5, 6
4 (paraprofessional)
2, 4, 5, 6
5 (contracted out)
1, 2, 3, 4, 5, 6
6 (volunteer)
1, 2, 3, 4, 5, 6
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Troubleshooting the Quarterly Staff Extract Process
Quarterly Staff Extract File problems are usually caused by the following
types of errors:
•
An employee's record was not selected because of incorrect coding
or dates.
•
An employee's record was selected but the coding in that record is
inaccurate or incomplete.
The Quarterly Staff Exception Report (CR6110A) lists the employee ID,
employee name, and the error condition encountered when the Quarterly
Staff Extract File was created. An employee appears on the report for each
error condition, even if the same error condition is encountered more than
one time for the same employee.
Although specific error conditions are not noted on the following reports,
the reports are invaluable when you are trying to determine the cause of an
error condition in the FTEF Calculation and Distribution Process:
•
Quarterly Staff Extract File Print - Demographic Data (CR6310A)
•
Quarterly Staff Extract File Print - Assignment & Salary Data
(CR6310B)
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3 Running the FTEF Calculation
and Distribution Process
This section discusses:
•
Tasks you need to perform before running the FTEF Calculation
and Distribution Process (MG001R)
•
Your options when deciding which class records to include when
scheduling MG001R in the process
•
Which records are deemed valid by the 6/2 Match process
•
What occurs during the FTEF Calculation and Distribution Process
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Performing Setup Tasks
Before running the FTEF Calculation and Distribution Process (MG001R),
perform the following tasks:
1
Prepare the class records. (For detailed information on preparing the
class records, see the Course Management User Guide maintained
at your college.)
2
If the option to distribute FTEF based on credit equivalents has
been chosen, run SR9202 in MG001R to calculate credit
equivalents.
3
Make all necessary manual FTEF entries on class records using the
Class Schedule screen (IS1002).
4
If changes have occurred in payroll/personnel records that affect
records in the Quarterly Staff Extract File, run PG800R (Quarterly
Staff Extract).
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Setting the Scheduling Parameters for MG001R
Below are the MG001R options to consider when you are deciding which
class records to include in the FTEF Calculation and Distribution Process.
Using the CALC-RECON-OPT parameter
Use the Calculation Reconciliation Option (CALC-RECON-OPT)
parameter to identify which class records you want to include in the FTEF
Calculation and Distribution Process. Enter one of the following:
01
Include all class records in the FTEF Calculation and
Distribution Process; include classes with an MIS2 reject
indicator.
This option assigns FTEF to classes that do not pass the
appropriate error edits when SR2201J is run. Some of these
might be classes with zero enrollment. This option is useful
early in the quarter, before all necessary clean-up has
occurred.
02
Include only those class records in the FTEF Calculation
and Distribution Process that have passed the appropriate
error edits and that have no MIS2 reject indicator.
03
Include only those class records in the FTEF Calculation
and Distribution Process that have passed the appropriate
error edits and have no MIS2 reject indicator; print a test
reconciliation report showing the changes that will occur for
all Quarterly Staff Extract File records or class records that
do not pass the matching edit in the final MIS process. The
reconciliation reports are the Quarterly Staff/Class Schedule
Reconciliation Report (SR2904) and the FTEF Distribution
& Computation Process Pre-Edit Error Report (SR2901A
and SR2901B).
This option omits class records from the FTEF Calculation
and Distribution Process when they have not passed the
appropriate error edits. This option usually results in a more
accurate distribution of FTEF because all class records
showing no enrollment are excluded from the process.
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Using the CALC-OPT parameter
Use the Calculation Options (CALC-OPT) parameter to identify how you
want the FTEF calculated and distributed. Enter one of the following:
Center for Information Services
A
Calculate and distribute FTEF based on the credit equivalent
for the classes.
B
Calculate and distribute FTEF based on the contact hours for
the classes.
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Understanding How the Process Works
The MIS 6/2 Match process
To be included in the FTEF Calculation and Distribution, a class record
from SMS (MIS 2) must match a corresponding record from the Quarterly
Staff Extract File from PPMS (MIS6). This matching is accomplished
through the MIS 6/2 match process which is part of SR2202J. The FTEF
for the instructor is then divided among the class records in the same
funding source category, if any.
For a record to be considered a viable match, the following conditions must
be met:
•
The employee’s identification number from the Quarterly Staff
Extract File and the instructor’s identification number from the
class records must match.
•
The instructor's record must be included in the Quarterly Staff
Extract File.
•
The instructor's classes must be included in the Class Schedule File.
•
The records in both files must contain specific coding to ensure a
match.
•
The following matches must exist:
− The regular class assignment in the extract file and the
employment status on the class record must match.
− The moonlight class assignment in the extract file and the
employment status on the class record must match.
− The PAC code in the extract file and the funding source on the
class record must match.
Non-matching records
Class records and Quarterly Staff File Extract records that do not match are
modified so that they do not require a match as follows:
•
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The instructor’s employment status in the class records changes to 5
(contracted out) and the FTEF is recalculated.
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•
The direct instruction PAC codes on the instructor’s Quarterly Staff
Extract file record change to “research and development” as
follows:
− 011 changes to 013
− V11 changes to V13
− 111 changes to 113
− 014 changes to 015
For a list of the non-matching records, see the FTEF Distribution &
Computation Process Pre-Edit Error Report (SR2901A and SR 2901B).
FTEF calculation by credit equivalent
When calculating FTEF using credit equivalents, the FTEF Calculation and
Distribution Process:
1
Matches the instructor's classes and the record in the Quarterly Staff
Extract File; groups classes assignment (regular, moonlight, or
both), funding source, and PAC code.
2
Obtains the instructor's total amount of FTEF for each funding
category for each class assignment area (regular, moonlight, or
both).
3
Subtracts pre-entered FTEF amounts from the total FTEF amount or
amounts.
4
Identifies the lead classes of the class clusters for the instructor.
5
Totals the credit equivalent amount for all class sections without the
pre-entered FTEF amounts; includes the credit equivalent only for
the lead class of a cluster. Totals are comprised of classes within a
funding source category, assignment area, or both.
6
Divides the total credit equivalent (from step 5) of all classes (for
the instructor) in a funding source category into the credit
equivalent of a class.
7
Multiplies the number resulting from step 6 by the total FTEF
amounts for the instructor for that funding source category.
8
Subtracts each calculated amount determined by step 7 from the
total to ensure that the exact amount is distributed.
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FTEF calculation by contact hour
When calculating FTEF using class contact hours, the FTEF Calculation
and Distribution Process:
1
Matches the instructor's classes and the record in the Quarterly Staff
Extract File; groups classes by assignment (regular, moonlight, or
both), funding source, and PAC code.
2
Obtains the instructor's total amount of FTEF for each funding
category for each class assignment area (regular, moonlight, or
both).
3
Subtracts manually entered FTEF amounts from the total FTEF
amount or amounts.
4
Identifies the lead classes of the class clusters for the instructor.
5
Multiplies the contact hours of each class by weighting factors. The
weighting factors are:
•
Number of lecture contact hours multiplied by 432
•
Number of lab contact hours multiplied by 324
•
Number of clinical contact hours multiplied by 216
•
Number of other contact hours multiplied by 162
•
Number of system contact hours multiplied by 360
6
Totals the weighted contact hours for all class sections without the
manually entered FTEF amounts; includes the weighted contact
hours for only the lead class of a cluster. Totals are comprised of
classes within a funding source category, assignment area, or both.
7
Divides the total weighted contact hours (from step 6) of all classes
(for the instructor) in the funding source category into the weighted
contact hours of the class.
8
Multiplies the number resulting from step 7 by the total FTEF
amounts for the instructor for that funding source category.
9
Subtracts each calculated amount determined by step 8 from the
total to ensure that the exact amount is distributed. If the contact
hours for a class are zero, the FTEF for the class is also zero.
However, if all class records for the instructor have zero contact
hours, the process divides the FTE from the Quarterly Staff Extract
File evenly among all class records.
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FTEF distribution to class records
The calculated FTEF is distributed to classes according to an instructor's
employment status. The distribution process makes the following changes
to each class record for which FTEF was calculated:
•
C (calculated) is entered as the source of the FTEF.
•
The calculated amount of FTEF is entered into the instructor’s class
records.
Following are the details of how the calculated FTEF amounts are
distributed by the instructor’s employee status.
Full-Time, Part-Time, Paraprofessional
For an instructor’s regular class assignments (REG-FTE in the Quarterly
Staff Extract file), the calculated FTEF amount is distributed among the
instructor’s classes that have an employment status of 1 (full-time), 3 (parttime), or 4 (paraprofessional).
Moonlight
For an instructor’s moonlight class assignments (MOO-FTE in the
Quarterly Staff Extract file), the calculated FTEF amount is distributed
among the instructor’s class records that have an employment status of 2
(moonlight).
Contracted-Out Classes
Classes taught by contracted-out effort (employment status 5) are not
included in the distribution of FTEF from the Quarterly Staff Extract File.
The distribution process calculates FTEF for contracted-out classes using
the following steps:
1
The distribution process divides the class credit equivalent by 15.
The process calculates FTEF only for classes without pre-entered
FTEF amounts and for the lead class of a cluster.
2
If the class is team-taught, the process divides the calculated FTEF
amount by 2.
3
The process enters the result as the FTEF for the class. If the credit
equivalent value of a contracted-out class is zero, the process enters
zero as the FTEF for the class.
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Volunteer Classes
Classes taught by volunteer effort (employment status 6) are not included
in the distribution of FTEF from the Quarterly Staff Extract File. The
distribution process determines FTEF for volunteer effort classes using the
following steps:
1
The distribution process multiplies the class tenth-day enrollment
by .01.
2
The process divides the class credit equivalent by 15.
3
The process compares the results of step 1 and 2, and enters the
smaller amount as the FTEF for the class.
FTEF is calculated only for classes without manually entered FTEF
amounts and for the lead class of a cluster.
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Checking the Results
This section discusses how to locate errors generated by FTEF Calculation
and Distribution Process, how to interpret the error messages provided, and
how to troubleshoot and resolve any problems.
You can view the FTEF class assignments, whether manually entered or
automatically calculated, on the following screens:
Screen
Screen Name
Can Be Used to See…
IS1002
Class Schedule Screen
Automatically calculated FTEF
assignments
IS1004
Class Construction Screen
Automatically calculated FTEF
assignments and manually
entered FTEF assignments
IS1005
Construction Room/Instructor
Screen
Automatically calculated FTEF
assignments and manually
entered FTEF assignments
IS1015
Alternate Room/Instructor
Screen
Automatically calculated FTEF
assignments
IS1017
MIS2 Verification Screen
Automatically calculated FTEF
assignments
The Faculty Teaching Load/FTEF Analysis Report (IS4102) is also
particularly helpful when troubleshooting the results of the FTEF
Calculation and Distribution Process. It lists each class for the instructor
and the FTEF assigned to that class. All data is displayed by employment
status.
The following management reports also display FTEF or use FTEF in the
student-to-faculty ratio:
Job
Report
Report Title
IS4101J
IS4101
Teaching Staff Utilization
IS4103J
IS4103A
Faculty Teaching Load FTES/FTEF Analysis:
Detail Report
IS4103J
IS4103B
Faculty Teaching Load FTES/FTEF Analysis:
Subtotal Report
IS4103J
IS4103C
Faculty Teaching Load FTES/FTEF Analysis:
Summary Report
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Job
Report
Report Title
IS4104J
IS4104
Comparison of FTES, FTEF and Student-toFaculty Ratio
IS4106J
IS4106A
Faculty Teaching Load: Detail Report
IS4106J
IS4106B
Faculty Teaching Load: Subtotal Report
IS4106J
IS4106C
Faculty Teaching Load: Summary Report
The Direct Instruction Quarterly Salaries by Course Characteristics report
(IS4105) uses data from the Quarterly Staff Extract File and from the class
record. However, the functionality of the report is limited because the
Quarterly Staff Extract File is available for only one year/quarter at a time
and may be complete and accurate for only a short period of time during
that year/quarter.
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Troubleshooting Problems
FTEF Calculation and Distribution problems are usually caused by the
following types of errors:
•
An instructor is not on the Quarterly Staff Extract File.
•
An instructor has no classes in the Course Schedule File.
•
An instructor’s Social Security numbers in the Quarterly Staff
Extract File and the class schedule records do not match.
•
The coding on the Quarterly Staff Extract File and on the class
schedule records is not compatible.
The FTEF Calculation and Distribution job (SR2202J) produces the FTEF
Distribution & Computation Process Pre-Edit Error Report (SR2901)
which lists all the error conditions encountered during the FTEF
Calculation and Distribution Process. Following is a list of the error
conditions, the probable causes, a checklist of possible contributing factors,
and suggestions for corrective action.
Error Message 1: A QTRLY STAFF record was found with no matching
(on SSN) CRS records.
Probable cause:
The employee's record on the Quarterly Staff Extract File has a PAC code
designating direct instruction; no class records are found for the employee.
Check the following factors:
•
Is the direct instruction PAC code accurate? Perhaps another PAC
code should be used for the employee.
•
Is the same identification number used in the Quarterly Staff
Extract File and in the instructor’s class records?
•
Does the class section have a reject indicator because of MIS2
errors?
•
Does the class record have an X or a Z in the first position of
section status?
•
Was the instructor omitted from the course schedule?
Center for Information Services
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March 2002
Error Message 2: CRS records were found with no matching (on SSN)
QTRLY STAFF record.
Probable cause:
The class record indicates the instructor is being paid through PPMS;
however, there are no records in the Quarterly Staff Extract File for the
instructor with a PAC code designating direct instruction.
Check the following factors:
•
Is the employment status (1, 2, 3, or 4) in the class record accurate?
Perhaps another employment status code should be used for the
employee.
•
Is the same identification number used in the Quarterly Staff
Extract File and in the instructor’s class records?
•
Does the employee have a record in the Quarterly Staff Extract
File? If so, does it have a PAC code other than direct instruction?
•
Is the employee type code on the Quarterly Staff Extract File
correct?
•
Does the employee have more than one record on the Quarterly
Staff Extract File? Perhaps the direct instruction effort should be
recorded as a moonlight assignment (not a part-time assignment).
Error Message 3: The Employment Status on the QTRLY STAFF record
is not on the Employment Status table or is blank.
Probable cause:
The employment status code on the Quarterly Staff Extract File must be:
Center for Information Services
1
Full-time
3
Part-time
7
Sabbatical
8
Leave-with-pay
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March 2002
Error Message 4: The Employment Status on the CRS record is not on
the Employment Status table or is blank.
Check the class employment status code. The valid employment status
codes for use in class records are:
1
Full-time
2
Moonlight
3
Part-time
4
Paraprofessional
5
Contracted out
6
Volunteer
7
Sabbatical
8
Full-time, but absent due to illness
Error Message 5: The Funding Source on the CRS record is not on
Funding Source table or is blank.
Check the class funding source code. The valid funding source codes for
use in class records are:
1
Fully state funded
2
Partially state funded, supplemental
3
Partially state funded, shared
4
Grant and contract
5
Community service
Error Message 6: The Institutional Intent on the CRS record is not on the
Institutional Intent table or is blank.
Check the class Institutional Intent code. The valid Institutional Intent
codes for use in class records are:
Center for Information Services
1
Academic
11
Academic transfer
12
Academic basic education
13
Academic general education
2
Vocational
21
Vocational Preparatory
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March 2002
22
Vocational Supplemental
23
Vocational homemaking
3
Community service
31
Community service
Error Message 7: The CRS record Institutional Intent is not valid with the
corresponding Funding Source.
This edit checks self-support (community service) classes for compatible
institutional intent and funding source codes.
•
If the institutional intent is 31, the funding source must be 5.
•
If the funding source is 5, the institutional intent must be 31.
Error Message 8: The Employment Status on the CRS record is not valid
with the QTRLY STAFF Employment Status.
Employment status codes used on the class record must be compatible with
employment status codes or employee type codes from the Quarterly Staff
Extract File. Valid combinations are:
Class Record
Employment Status
Quarterly Staff Record
1
Employment Status 1 (full-time)
2
Employment Status 1 (full-time)
Employment Status 7 (sabbatical)
Employee Type L (paraprofessional)
3
Employment Status 3 (part-time)
4
Employee Type L (paraprofessional)
Error Message 9: A corresponding Regular or Moonlight CRS record
Funding Source not found for the QTRLY STAFF Program Activity Code
(PAC).
Each direct instruction PAC code used in the Quarterly Staff Extract File is
compatible only with specific funding source codes in the class record.
The match must be made with PAC codes for the regular and for the
moonlight assignments. Valid combinations of PAC codes and funding
source codes are:
Center for Information Services
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March 2002
PAC Codes Funding Source Codes
011
1, 2, or 3 (state-supported)
V11
1, 2, or 3 (state-supported)
111
4 (contract)
014
5 (self-support/community service)
Error Message 10: A corresponding Regular or Moonlight QTRLY
STAFF record PAC not found for the CRS record Funding Source.
Each funding source code used in class records is compatible only with
specific PAC codes in the Quarterly Staff Extract File. The match must be
made with funding source codes for regular and for moonlight assignments.
Valid combinations of funding source codes and PAC codes are:
Funding Source
Codes
1
PAC Codes
011 (direct instruction of a state-supported class)
V11 (direct instruction of a state-supported class
but the instructor is being paid from federal
vocational money)
2
011 (direct instruction of a state-supported class)
V11 (direct instruction of a state-supported class
but the instructor is being paid from federal
vocational money)
3
011 (direct instruction of a state-supported class)
V11 (direct instruction of a state-supported class
but the instructor is being paid from federal
vocational money)
4
111 (direct instruction of a contracted class)
5
014 (direct instruction of a self-supported class)
Error Message 11: The QTRLY STAFF record Regular or Moonlight
FTEF is not numeric for the PAC.
Check the Assignment and Salary Data Report (CR6310B); correct the
PPMS record.
Center for Information Services
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March 2002
Error Message 12: The total FTEF for all Pre-Entered CRS records for a
Funding Source exceed QTRLY STAFF Regular or Moonlight FTEF for
the PAC.
Some or all of the instructor's classes have manually-entered FTEF. This
manually entered FTEF, when totaled, is more than the available amount
from the instructor's record on the Quarterly Staff Extract File. Check the
following factors:
•
Is the FTE amount on the Quarterly Staff Extract File accurate? If
not, correct the PPMS record.
•
Is the FTEF amount which was manually entered in the instructor’s
class records accurate? If not, make the necessary corrections.
Error Message 13: There are both Pre-entered and Non Pre-entered FTEF
CRS records and the total Pre-Entered FTEF = QTRLY STAFF record
PAC FTEF.
Some of the instructor’s classes have manually entered FTEF. This
manually entered FTEF, when totaled, equals the available amount of
FTEF from the instructor's record on the Quarterly Staff Extract File.
However, the instructor has other classes that have no FTEF assigned.
Check the following factors:
•
Is the FTE amount on the Quarterly Staff Extract File accurate? If
not, change the appropriate payroll record.
•
Has the FTEF amount been entered accurately on the instructor's
class records? If not, make the necessary corrections.
Error Message 14: All CRS records FTEF's are Pre-Entered & the total
Pre-Entered FTEF QTRLY STAFF record > Regular or Moonlight FTEF
for the PAC.
All of the instructor's classes have manually entered FTEF. This manually
entered FTEF, when totaled, is less than the available amount of FTEF
from the instructor's record on the Quarterly Staff Extract File. There are no
class records remaining for the instructor to which the remainder of the
FTEF can be assigned.
Check the following factors:
•
Center for Information Services
Is the FTE amount on the Quarterly Staff Extract File accurate? If
not, correct the payroll record.
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March 2002
•
Has the FTEF amount been entered accurately on the instructor’s
class records? If not, make the necessary corrections.
Error Message 15: QTRLY STAFF rec FTEF less total Pre-Entered
FTEF leaves less than 1% FTEF remaining per Non Pre-Entered CRS rec
for the PAC.
Some of the instructor's classes have manually entered FTEF. This
manually FTEF, when totaled, is less than the available amount of FTEF
from the instructor's record on the Quarterly Staff Extract File. However,
the instructor has other classes that have no FTEF assigned and the
remainder of the FTEF (when the manually entered amounts have been
subtracted from the total) is not large enough to give each class without
FTEF at least 1%.
Check the following factors:
•
Is the FTE amount on the Quarterly Staff Extract File accurate? If
not, correct the payroll record.
•
Has the FTEF amount been entered accurately on the instructor's
class records? If not, make the necessary corrections.
Error Message 16: There is a Class Cluster with both Pre-Entered and
Non Pre-Entered Funding Source FTEF CRS records for the PAC.
Class records in a class cluster must have manually entered FTEF in all or
none of the classes of the cluster. If FTEF is manually entered in any
classes of a cluster, it must be manually entered in all.
Error Message 17: This Instructor has more than 100 Regular or
Moonlight CRS records.
The FTEF Calculation and Distribution Process must be able to assign at
least 1% to each class. If the instructor has more than 100 classes for the
year/quarter, change the employment status on selected classes to 6
(volunteer).
Center for Information Services
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March 2002